End-date of Inactive CWS/CMS User Logins for CWS-CARES Readiness - UPDATE
All SPOCs and Technical Contacts:
February 6, 2026 UPDATE: Based on received feedback, the reports are being updated for the following criteria:
Report criteria:
Identifies CWS/CMS user logins that have not been used in the past 180 days
However, users are omitted from the report if they fall into one of these two categories:
- Have NOT logged into CWS/CMS within the previous 180 days, but HAVE logged into CARES-Live within the previous 180 days.
- The User ID has been created within the previous 90 days, and has NOT logged into CWS/CMS.
Updated reports, using the new criteria listed above, will be made available in SAFE in the FromOSI folder no later than 5:00 PM, on Friday, February 6, 2026, titled:
SCR9039_END-DATE_USERID_2026-02-06.xlsx.
Please use this updated report when reviewing the list of user logins identified for deactivation.
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To prepare for CWS-CARES Mock Cycles and Production Simulation, the CWS-CARES Project will begin an automated process to end-date inactive CWS/CMS user logins. This effort helps ensure that only active users are set up with access in CWS-CARES.
This process identifies CWS/CMS user logins that have not been used in the past 180 days and schedules those logins to be end-dated. This is standard account cleanup intended to reduce inactive or outdated system access as counties prepare for CWS-CARES.
What This Means for Counties
- This activity affects system access only. There are no impacts to caseloads, staff roles, office assignments, or authority.
- User logins associated with an active County License Case (CLC) are excluded from the report.
- All user accounts (active and inactive) will still be carried forward to CWS-CARES.
County Review and Option to Exclude User Logins
Counties will have an opportunity to review the list of user logins identified for deactivation. To accommodate staff on extended leave (such as administrative or maternity leave), counties may exclude up to 10 user logins from deactivation, if needed.
A report will be available in SAFE in the FromOSI folder on February 2, 2026, titled:
SCR9039_END-DATE_USERID_2026-02-02.xlsx.
If your county wishes to exclude user logins:
- Use the Excel file provided.
- Keep only the rows (up to 10) for user logins you want excluded.
- Do not modify the file layout or formatting.
- Upload the file to SAFE in the ToOSI folder.
If more than 10 exclusions are needed, please contact CWDS Customer Relations and include a brief explanation.
Deadline: February 19 at 5:00 PM
Files received after this deadline will not be accepted, and all user logins listed in the original report will be end-dated.
Timing and Ongoing Process
- This first run will process and end-date User IDs on February 21, 2026.
- The 180-day inactivity threshold will remain in place through April 2026, giving counties additional time to review the list and adjust to new processes.
- Beginning May, the inactivity threshold will change to 90 days, consistent with CWS-CARES access policy and the Production Simulation environment.
- After February, this process will occur monthly until the transition to CWS-CARES:
- Reports will be posted after the first weekend of each month
- User logins will be deactivated during the fourth weekend of the month
- Counties will receive advance notice of specific dates
Restoring a User Login
If a user login is end-dated and later needs to be restored, counties may submit a Help Desk ticket to reinstate the existing login and associated staff access.
Action Required
- Review the report of inactive CWS/CMS user logins when it becomes available in SAFE.
- Submit an exclusion file (if needed) by February 19 at 5:00 PM to prevent up to 10 user logins from being end-dated.
- No action is required if your county agrees with the list as provided.
For questions or concerns, please contact the CWDS Customer Relations
